Minutes of the April 14, 2009 Smyth County School Board Meeting

The Smyth County School Board met today in a regular meeting at 5:00 P.M., in the gym at Sugar Grove Combined School, 242 Teas Road, Sugar Grove, Virginia.

CALL TO ORDER

Chairperson Choate called the meeting to order and welcomed everyone.

The roll was called by the clerk, and all members were present.

The Board moved to the library at the school for closed session.

CLOSED SESSION

Pursuant to § 2.2-3711 of the Virginia Freedom of Information Act, on motion by Mr. Coulthard, seconded by Mrs. Hall, by 7-0 vote, a closed meeting was declared for the purpose of discussing the following: personnel issues as authorized by § 2.2-3711(A)(1) of the Code of Virginia and student issues as authorized by § 2.2-3711(A)(2) of the Code of Virginia.

On motion by Mr. Doane, seconded by Mrs. Hall, by 7-0 vote, closed session ended.

CERTIFICATION OF CLOSED MEETING

WHEREAS, the Smyth County School Board has convened a closed meeting on this date pursuant to an affirmative-recorded vote in accordance with the provision of the Virginia Freedom of Information Act; and

WHEREAS, § 2.2-3712(D) of the Code of Virginia requires a certification by this school board that such closed meeting was conducted in conformity with Virginia Law:

NOW THEREFORE, BE IT RESOLVED, that the Smyth County School Board, by roll call, hereby certifies that, to the best of each member's knowledge (i) only public business matters lawfully exempted from open meeting requirements by Virginia Law were discussed and (ii) only such public business as were identified in the motion by which the closed meeting was convened were heard, discussed, or considered.

VOTE: Ayes: 7, Nays: 0.

On motion by Mr. Coulthard, seconded by Mrs. Hall, by 7-0 vote, the agenda was removed from the consent agenda and amended as follows: add item VI. F. Watershed Field Day at Chilhowie Park on Friday, April 24, 2009, from 9:00 A.M. - 1:00 P.M.; and add item VI. G. Update on Smyth County Board of Supervisors' public hearing concerning the fiscal year 2010 school board budget.

CONSENT AGENDA

On motion by Mr. Catron, seconded by Mrs. Hall, by 7-0 vote, the following was approved.

PRESENTATIONS/RECOGNITIONS

Marion Intermediate School had the highest attendance percentage in the elementary category for the month of March. Steve Miller, Principal of Marion Intermediate School, introduced Jazzlyn Bright, a fifth grader, for having perfect attendance. They received a certificate and the flag to display at the school.

Northwood Middle School had the highest attendance percentage in the middle school category for the month of March. Betty Webb, Guidance Counselor at Northwood Middle School, accepted the attendance flag and certificate on behalf of the school.

Marion Senior High School had the highest attendance percentage in the high school category for the month of March. Troy Pollard, Assistant Principal of Marion Senior High School, introduced William Oakes, an eleventh grader, for assisting a bus driver during a medical emergency. They received a certificate and will be retaining the flag from last month.

Northwood High School was the winner of the Most Improved Category for the month of March. Stan Dunham, Principal of Northwood High School, introduced Ryan Comer, Zac Frye, and Shawn Cassell, twelfth graders, for being members of the mock trial team. They received a certificate and the flag to display at the school.

Dr. Robinson shared that Smyth County Schools had been recognized for two entries in the Virginia School Boards' Association Showcase for Success. These were Marion Middle School's MMS Rocks Program and the Partnerships of Purpose Program which is a collaborative program between Marion Primary School and Marion Senior High School.

Brenda Boone, Principal of Saltville Elementary School, introduced members of the Destination Imagination (DI) team, their parents, and coaches. The team won the regional competition and had the highest score at the state level on the side trip portion of the competition.

Dr. Robinson also congratulated DI teams from Marion and Northwood. Three teams from Smyth County will be attending global competition in Knoxville, Tennessee.

Mrs. Boone recognized Tanner Carter, a fifth grader, for winning the state and district DAR essay contest.

Dr. Robinson shared a letter from the Mountain States Foundation donating "The Crow and the Snow" to our elementary libraries.

Mr. Choate reminded everyone to look at the Science Fair display in the hallway at the school.

PUBLIC COMMENT

Trudy Wyatt, a parent, expressed her concerns about issues she has with bus safety.

SUPERINTENDENT'S REPORT

Dr. Cassell reviewed revenue, expenditure, and cash flow figures for the month of March 2009, fiscal year 2008-2009.

Dr. Cassell reviewed the GASB 45 Report.

Dr. Robinson explained the Southern Appalachian Mountain Co-Op and the Co-Op's recent food provider bid.

Dr. Robinson reviewed Section 504 Policies and Procedures.

Dr. Robinson reported that Thursday, April 23, 2009, would be Youth Government Day. Several student participants were present at the board meeting.

Dr. Robinson shared information about the Watershed Field Day at Chilhowie Park on Friday, April 24, 2009, from 9:00 A.M.—1:00 P.M.

Dr. Robinson updated the Board on the Smyth County Board of Supervisors' Public Hearing concerning the fiscal year 2010 school board budget.

DISCUSSION TOPICS

Dr. Robinson discussed the VSBA Legislative Policies and Resolutions.

QUESTIONS FROM BOARD MEMBERS

Ms. Sneed thanked the principal and staff at Sugar Grove Combined School for hosting the school board meeting.

ACTION ITEMS - MOTION REQUIRED

The Board considered the following policies for approval (second reading):

On motion by Mr. Coulthard, seconded by Ms. Sneed, by 7-0 vote, the policies were approved.

The Board considered policy additions and/or changes for the following (first reading):

The Board considered approving the Smyth County Special Education Annual Plan and Report for 2009-2010. On motion by Mr. Catron, seconded by Ms. Hall, by 7-0 vote, the plan was approved.

The Board considered approving changes to the Smyth County Special Education Policy and Procedure manual. On motion by Mr. Coulthard, seconded by Mr. Hambrick, by 7-0 vote, the changes were approved.

The Board considered approving two new members to the Special Education Advisory Council. On motion by Mr. Coulthard, seconded by Ms. Sneed, by 7-0 vote, this was approved.

The Board considered paying one-half of the expenses for four (4) Destination Imagination teams to attend state competition and for three (3) Destination Imagination teams to attend global competition in Knoxville, Tennessee. On motion by Mr. Catron, seconded by Mr. Coulthard, by 7-0 vote, this was approved.

The Board considered approving the fire alarm bid for Northwood Middle School and Rich Valley Elementary School. On motion by Mr. Catron, seconded by Mr. Coulthard, by 7-0 vote, the Board approved the bid from SimplexGrinnell in the amount of $14,211.45 for Rich Valley Elementary School and $16,536.96 for Northwood Middle School.

The Board considered approving bids for elevator inspections. On motion by Mr. Coulthard, seconded by Ms. Sneed, by 7-0 vote, the Board approved the bid from E.E.I.S.

The Board considered approving bids for elevator maintenance. On motion by Mr. Coulthard, seconded by Ms. Sneed, by 7-0 vote, the Board approved the bid from Southern Elevator.

The Board considered adoption of the 2009-2010 Smyth County Schools' Calendar. On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the calendar was approved.

The Board considered using Wednesday, June 10, 2009, as a make-up day in the 2008-2009 calendar. Mr. Catron made the motion to utilize bank time for the make-up day of Wednesday, June 10, 2009. This would make Tuesday, June 9, 2009, the last day of school. Ms. Sneed seconded the motion. By 3-3 vote, the motion did not pass. Mr. Doane abstained. Mr. Coulthard made the motion to use Wednesday, June 10, 2009, as a make-up day as recommended by the superintendent. Mr. Hambrick seconded the motion. By 4-3 vote, the motion passed.

The Board considered a called school board meeting to be held on Tuesday, April 28, 2009, at 5:00 P.M. On motion by Ms. Sneed, seconded by Mr. Doane, by 7-0 vote, this was approved.

CLOSED SESSION ITEMS

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the Board accepted the following retirements:

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the Board accepted the resignation of Tina Prater as instructional aide at Chilhowie Middle School.

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the Board hired Maggie Holliman as school psychologist.

On motion by Ms. Sneed, seconded by Mr. Catron, by 6-0 vote, the Board accepted the resignation of Laura Hall as school board member, effective May 31, 2009. Mrs. Hall did not vote.

On motion by Mr. Catron, seconded by Mrs. Hall, by 7-0 vote, the meeting was adjourned.